Expense Entry is located under Expense-->Standard Expense Entry (see figure 30.1 below).
NOTE: Version 10.0 includes a redesign of the user interface for all entry screens. Click here to compare the old screen with the new one and locate your favorite features. This example shows a time entry screen, but most of the changes apply to expense entry screens as well.
Figure 30.1. Expense Entry
Expense Entry allows you to enter your business-related expenses on a single screen. The default expense entry screen is shown above. This section of the manual will refer to items as they are seen on this particular screen. Keep in mind that expense entry screens are configured by administrators, so your expense entry screen may vary in appearance and functionality from the one shown. For example, the system allows your organization to customize the names of items used for expense tracking. Certain column headers on your expense entry screen such as Project, Expense Code, Source and Currency may be hidden or may have been renamed altogether. Your expense entry screen should behave exactly as described here, even if the names have been changed or certain columns are not visible.
Your administrator has already setup your expense entry screen to let you log expenses during a particular period or date range. Expense periods are typically a week, month, or pay period, depending on how your company prefers to track expenses. You can view your expenses for a single day or an entire period. Expense Entry displays the period view by default. To enter expenses or view amounts for a different period, you can use the arrows on either side of the date range in the gray status bar above the expense entry grid to move one period back or forward. You can also use the calendar icon in the same status bar to jump to a particular date.
Entry Screen Status Bar
To enter expenses for a single day, click on the date range in the gray status bar. To enter expenses or view amounts for a different day, you can use the arrows or calendar icon. To return to the period view, click on the date in the gray status bar again.
To create an expense entry, select a value from each of the drop downs shown on your expense entry screen. You may also be required to enter a Comment for the expense entry, depending on what your administrator has set up for your entry screen. Once you have made your selections, you can then enter the expense amount for the selected entry details on a specific date.
If your administrator has allowed you to track your work-related mileage or distance traveled, you can track that mileage on the expense entry screen as well. If you select your mileage- or distance-enabled code from the Expense Code column on the expense entry screen, the amount field will change from accepting expense amounts to mileage or distance amounts. While you are entering your distance amount, you will also be able to see the rate that will be applied to the distance. After you save the distance amount you have entered, the amount field will be converted to the expense amount based on the applicable rate. If you need to change the distance amount that was originally entered, you can do so by clicking on the field to change it. If you need to see what was entered as the distance amount, you can either hover over the entry or run an expense report with the Mileage field included in the report. NOTE TO ADMINISTRATORS: Expense Code values can be flagged as mileage or distance by creating an Expense Code Custom Field called "Mileage Expense" and setting the field to "Yes" for Expense Codes that should be entered as distance amounts. See Custom Fields and Mileage Conversions for more information on setting up the custom field and conversion rates for mileage/distance tracking.
Once you have selected the appropriate items and entered your amount for that combination, click the Save button at the bottom of the expense entry grid. The expense entry screen will reload, and your entries will now appear in the Current section of the entry grid. In some cases, your Journyx Administrator may have configured the system so that existing entries are locked. In this case, you cannot simply change the amount for an existing entry. Instead, click on the link for the expense amount, make the necessary change, and enter a reason for the change. If the sheet is not locked, you may add more to an existing entry in the same day by simply changing the amount. In either case, you can always add expenses to another day in the time period that is currently displayed.
You may create more than one expense entry at a time. Simply create the actual expense entries for different days and/or different combinations of items under the New section of the entry grid and click the Save button. The entry screen will reload, and your entries will now appear in the Current section.
To edit an expense entry row on your expense entry screen, click on the field that you want to edit for a selected row. (Note that for locked sheets, you may not be able to edit anything but the amount.) Clicking on the field will open it up for editing. After making the changes to an existing row, click on Save to preserve the changes.
To delete a an entry from your expense entry screen, click the Delete icon (
), a trash can, to the right of a selected row of entries. The amounts on that row will be removed. The next time you click Save, the row will no longer appear on your entry screen. You can also simply remove an amount in an existing entry and click Save to remove the entry.